Process> Setup > Manage Firm Workflow


Use this page to set up Delinquency Workflow to simplify and automate the collection process. 


A Workflow is a sequence of actions that allows the collection process to be automated at various stages and to be tracked and managed more efficiently. 


NOTE- Prior to creating a new workflow, Action Items must be set up for each stage in the workflow. CLICK HERE for more information.

 

Part 1 Create a New Delinquency Workflow


Step 1. Navigate to Process> Setup > Manage Firm Workflow.


Step 2. Select Delinquency from the Activity Type dropdown menu.



Step 3. Click the Manage Workflow Name button in the Page Actions drop down menu. 


Step 4. Complete fields in the Manage Firm Workflow window.


Overview Section


  • Name- Enter a name for the new workflow. 


  • Activity Type- This will default to the Type previously chosen. 



Associations Section


Step 4. Add all Associations that may need to use the new workflow by highlighting the correct Association and using the up arrow to move it into the upper portion. 





Step 5. Click the Save button to finalize this step.



Part 2  Add Action Types to your Workflow


Step 1. Navigate to Process> Setup > Manage Firm Workflow.


Step 2. Select Delinquency from the Activity Type dropdown menu.



Step 3. Select the Workflow to edit from the Firm Workflow dropdown menu. 



Step 4. Select Add Multiple from the Page Actions drop down menu.


Step 5.Select all Action Types that apply to the new workflow by checking the box on the left side. 


Step 5. Click Save or Save Add to finalize your changes. 


Part 3  Add Details to Action Items


This is the stage where you will add additional details for each step, add Charges if needed to any of the stages, establish the number of days between each step, edit and view generated documents, attach additional documents and order steps. 


Step 1. Navigate to Process> Setup > Manage Firm Workflow.


NOTE- If you have just added Action Types and Saved, it will automatically return you to this window with the newly created Workflow information visible. You will only need to follow steps 1-3 if returning to add additional Action Types. 


Step 2. Select Delinquency from the Activity Type dropdown menu.



Step 3. Select the Workflow to edit from the Firm Workflow dropdown menu. 



Step 4. Click the Pencil icon to open the record for the Action Type that needs to be edited. 



Step 5. Complete fields in the Action window


Action Details Section


  • Document Template- If a Document has been set up for this Action Type, a link to the Template and a Pre-Flight version of the document will be shown here.


Template- This link will bring up the Template with merge fields. 


Pre-Flight- This link will bring up the Template overlaid with envelope cutouts to make sure merge fields can be properly displayed when mailed. 


  • Do Not Show- Check this box if you do not want this Action Type to show.


  • Auto Set Delinquency Status- Select the current Action Type from the dropdown menu. 


Next Action Section


  • Days Till Next Action


X Days- Enter the number of days until the next action should take place. 


Lookup Schedule- Select the correct item from the drop down menu. 


NOTE- The Lookup Schedule is established on the A/R Tab for the Association and must be set up before this feature can be used. CLICK HERE for more information. 


  • and Amount- Use this field to enter a minimum balance required to proceed to the next step. This option can be used to halt the collection process on lower balances, especially where collection expenses may apply. Enter a minimum balance in this field and then choose from the options below:


  • Balance- This is the full amount due on the account and may include balances that are current in addition to past due amounts. 

  • Open Balance- This is the balance of Open charges and may include unapplied credits, if applicable. 

  • Past Due Balance- This balance includes only charges that are past due. This balance will NOT include any newly added or current charges. 



Lookup Schedule- Select the correct item from the drop down menu. 


NOTE- The Lookup Schedule is established on the A/R Tab for the Association and must be set up before this feature can be used. CLICK HERE for more information. 


  • Set Next Action to- Select the Next Action after this one. 


  • Otherwise Set Next Action to- If you have entered a minimum balance for this Action, you may choose an alternate Next Action for accounts that fall below the minimum. For example; if you set a minimum of $500, for Attorney referral, you can choose for these accounts to receive a 2nd Demand Letter, or other option, depending on your Workflow. 


  • Limit Next Actions to- Check boxes for all acceptable next actions for the action type. This avoids making mistakes, such as referring an account to an attorney before a 209 letter is sent. 



Charge Tab


Select this tab to add an Administrative fee or other Charge associated with a particular workflow step.


Step 6. Click the Add Account Charge hyperlink.


Step 7. Complete the fields below. 


  • Charge Code- Select the correct Trans Type from the dropdown menu. 


  • Description- Add a Description for the charge to appear on the Owner Account 


  • Chargeable-


Chargeable Flat Rate- Use this option to charge a Flat Charge. Click the option and an additional field will appear to enter the amount. 


Chargeable by Charge Schedule- Select the correct item from the drop down menu.  Schedules are set up on the Association level using the Tab for the selected type of Workflow. 


Chargeable by Calculation- Select this option for interest charges that must be calculated on a percentage of the balance. CLICK HERE for more information. 


Attach Documents Tab- Optional


Use this Tab to add one or more documents to add to the mailing for this Action Type. For example, you can add a copy of the Association Collection Policy to the Demand Letter.  


To add documents, highlight the selected document and move it to the upper window using the up arrow. 



Step 8. Click the Save button to add this step to the Workflow process. 


Step 9. Continue through all other Action Types to complete the Workflow.